December 10

Having the Right Automation System for Facility Maintenance Businesses


When it comes to identifying the types of different facilities automation systems that will benefit your business, it helps when you can specify what you need the most. If something breaks and an employee submits a repair request, would it help to submit the request to the right person automatically? Do you have essential reports that you need for a meeting on a specific day that would be helpful to have already printed when you get into the office?

What about access to your facilities? Maybe you need a way to automatically approve different employees’ access to other areas without physically granting them access each time. Whatever your specific goals are, there are several different ways automation can help, and we can help you identify the best ways to streamline your processes.

To learn more about the benefits of implementing an automation system, read on! We cover common tools you can choose from and give you some tips to implement them into your organization.

What is Automated Facilities Management?

When you focus on putting different facility services on autopilot, you will be utilizing automation. The process works through specific steps, so the correct next step is automatically triggered after something happens. This process reduces the manual work required and can help you avoid costly and time-consuming human error.

Common Automation Tools for Facilities Managers

As a facilities manager, you have a lot of responsibility to protect and monitor all assets and ensure everything is in peak condition. To do this, you often have to juggle work orders, track inventory, keep schedules, and other tedious tasks daily. Some of the most common automation tools that you might benefit from getting are:

  • Asset management
  • Maintenance
  • Inventory and parts
  • Building security like cameras, emergency systems, employee access, and locks
  • Human resources, training, and personnel 
  • Accounting

7 Tips for Creating an Automation System

As a small to medium-sized business, it’s crucial that you learn how to automate different systems as you grow. Automation can help you maintain a competitive edge and alleviate heavy workloads so you can focus on other important details.

But, if you want to reap all the benefits of automation, you need to understand how to create a system that will succeed. These seven tips can help you move forward into automation confidently!

1. Identify Repetitive Tasks

The best place to start automation is with the small, manual processes that repeatedly take up a lot of your time or resources to maintain your facilities. The more you have to do these tasks, the more benefit you will have in automating them. When you eliminate user error and free up your time, you’ll be able to focus on growing and boosting your business.

2. Find the Right Tools

Is there software or other tools that you can implement to expedite data entry or program to streamline your marketing efforts? While the initial cost may be a little high, the rewards will save you both time and money in the long run. Implementing the right tools can help boost employee morale and reduce the risks of user error regarding maintaining critical operations.

3. Start Small

When you’re identifying which tasks or processes to automate, it can be tempting to go all in, but it’s best to start small and ease into the process. The more time you have to adjust to each change, the more successful it will be, and the less it will interrupt workflow. Think of smaller pieces you can automate before fully automating all of your facilities.

4. Create Space for Seamless Collaborations

It doesn’t matter what size your company is; the more people involved in a single process, the higher the chance that there will be an issue. Collaboration platforms that allow your teams to connect and update each other can smooth out operations and make the transition between different roles smoother. If your facilities operate under various shifts, this can help keep all your teams on the same page.

5. Manage Your Inventory

At first, learning how to automate your inventory systems could seem complicated, but if you want to grow your business, it’s a necessary step to set you up for success. Inventory management will help your company become more scalable, and it will increase your accuracy, make things more efficient, and allow you to track all available inventory.

6. HR from Anywhere

As your business grows, managing all of your employees is critical to your success. When you automate your HR, or human resources, you’ll be able to hire, onboard, manage teams, approve leave, and more from anywhere. When it comes to facilities maintenance, learning how to manage your teams will help you ensure things are operating as they should.

7. Expedite Your Accounting

Accounting is an essential part of running a business, but day-to-day maintenance can be tedious and time-consuming, and any mistakes can be costly. Automating your accounting-related tasks will allow you to sort out expenses, collect bank statements, and more. Improving facility maintenance start by ensuring adequate funding is in place on all fronts to ensure your employees have what they need to perform their duties and are paid accordingly.

Where to Start

When it comes to identifying which automation system will serve your facilities the best, it will be different for each business. Take some time to figure out what areas of the company are slowing your down the most, taking up the most time, or have the highest user error. 

Once you have an idea where you might need some help, contact us to set up a 30-minute meeting to identify your best next steps to help you boost your business. If you want to learn more about transforming your business, check out the other informative articles on our blog!

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